How long does a police force have to respond to my data request?

Police forces must respond to a Subject Access Request within one calendar month of receipt. This requirement is set out in section 47 of the Data Protection Act 2018. If the police withhold any data under an exemption, they must identify the specific exemption relied upon and confirm that it was applied on a document-by-document basis.

Is a police data request handled under the UK GDPR?

No, a DSAR to the police is processed under Part 3 of the Data Protection Act 2018, which covers law enforcement processing. This is distinct from the UK GDPR. Because it falls under law enforcement provisions, certain exemptions, such as those related to crime and taxation, may apply more frequently than in standard data requests.

What details do I need to include when sending the request?

You should send the request to the force's Data Protection or Information Management Unit, rather than a general enquiries address. To ensure the police can match your records, you must provide your full name, date of birth, and address history for the last five years. Including your National Insurance number or any known force reference numbers can also help identify your data.

Will the police disclose all intelligence records about me?

Not necessarily. While you can request intelligence records, some material may be withheld under the crime and taxation exemptions found in Schedule 2 of the Data Protection Act 2018. The police are required to identify any exemption they rely upon and confirm that it was applied on a document-by-document basis.

Can I use this request to get evidence for a current criminal case?

You should not use a Subject Access Request if you are trying to obtain evidence for current criminal proceedings. That process is governed by the Criminal Procedure and Investigations Act 1996. A DSAR is intended for finding out what personal data is held about you, such as PNC entries or custody records, rather than for gathering evidence in active legal cases.

← All Templates

Criminal & Police

Data Protection Law

Updated 2026-05-16

DSAR to Police Force for Your Personal Data

A Subject Access Request addressed to a police force seeking all personal data held about you, including intelligence records, PNC entries, and custody records.

This template was not drafted by a solicitor.

It is an editorial reference based on the official sources we cite. You are responsible for any document you send. For high-stakes matters (court proceedings, large sums, deportation, criminal allegations, child welfare), have a regulated solicitor review or draft your document.

When to use this template

Use this letter when you want to find out what personal data a police force holds about you. This may be useful before applying for jobs requiring a DBS check, if you believe incorrect intelligence is held about you, after an arrest or investigation, or if you are pursuing a complaint. Police DSARs are processed under the Law Enforcement provisions of the Data Protection Act 2018.

When NOT to use this template

A DSAR to police is processed under Part 3 of the Data Protection Act 2018 (law enforcement processing) rather than UK GDPR, which means some exemptions apply more frequently than in ordinary DSARs. Do not use this letter if you are trying to obtain evidence for current criminal proceedings — that is governed by the Criminal Procedure and Investigations Act 1996.

Legal Basis

Data Protection Act 2018 s.45 (right of access — law enforcement processing); Part 3 DPA 2018 (law enforcement); College of Policing guidance on Subject Access Requests. Police forces must respond within one calendar month.

Before you send

Sending the request to the wrong department — police DSARs should usually go to the force's Data Protection / Information Management Unit, not a general enquiries address
Not providing sufficient identifying information — police hold data against name, date of birth, and address history, so all three are important
Expecting intelligence records to be fully disclosed — some material may be withheld under the crime and taxation exemptions in DPA 2018 Schedule 2

Common Mistakes to Avoid

✗Sending the request to the wrong department — police DSARs should usually go to the force's Data Protection / Information Management Unit, not a general enquiries address
✗Not providing sufficient identifying information — police hold data against name, date of birth, and address history, so all three are important
✗Expecting intelligence records to be fully disclosed — some material may be withheld under the crime and taxation exemptions in DPA 2018 Schedule 2
✗Confusing a DSAR with a Subject Access under the Rehabilitation of Offenders Act — those are separate processes

Build Your Letter

Fill in your details

Complete the fields below. Required fields are marked with *.

Your full name*

Your current address*

Your email address*

Date of letter*

Police force name*

Police force address*

Your date of birth*

Identity documents provided*

Optional fields

Previous addresses in last 5 years

National Insurance number (optional)

Any force reference or custody number

Any specific data you are particularly requesting

Letter preview

[YOUR FULL NAME]
[YOUR CURRENT ADDRESS]
[YOUR EMAIL ADDRESS]

[DATE OF LETTER]

Data Protection / Information Management Unit
[POLICE FORCE NAME]
[POLICE FORCE ADDRESS]

---

Dear Sir or Madam,

**SUBJECT ACCESS REQUEST — DATA PROTECTION ACT 2018, SECTION 45**

I am writing to exercise my right of access under section 45 of the Data Protection Act 2018 in respect of personal data processed by [POLICE FORCE NAME] in the course of its law enforcement activities.

**My Identity**

Full name: [YOUR FULL NAME]
Date of birth: [YOUR DATE OF BIRTH]
Current address: [YOUR CURRENT ADDRESS]
Previous addresses (last 5 years): [PREVIOUS ADDRESSES IN LAST 5 YEARS]
National Insurance number (optional): [NATIONAL INSURANCE NUMBER (OPTIONAL)]
Any force reference or arrest / custody number (if known): [ANY FORCE REFERENCE OR CUSTODY NUMBER]

**Scope of My Request**

I request copies of all personal data held about me by [POLICE FORCE NAME], including but not limited to:

1. Police National Computer (PNC) records, including any criminal record, arrest history, or caution entries.
2. Intelligence records or intelligence reports naming or describing me.
3. Custody records from any arrest or detention.
4. Stop and search records.
5. Domestic violence or MARAC referral records.
6. Any records created in connection with complaints made by or about me.
7. CCTV or body-worn video footage in which I appear, to the extent it is held and identifiable.
8. Any correspondence relating to me.

[ANY SPECIFIC DATA YOU ARE PARTICULARLY REQUESTING]

**Proof of Identity**

I enclose / attach the following proof of identity: [IDENTITY DOCUMENTS PROVIDED].

**Your Obligations**

You are required to respond to this request within one calendar month of receipt pursuant to section 47 of the Data Protection Act 2018. Where you withhold any data under an exemption, please identify the exemption relied upon and confirm that you have applied it on a document-by-document basis.

Yours faithfully,

[YOUR FULL NAME]

Unfilled fields appear as [FIELD NAME]. Review the letter carefully before sending. This template is a starting point — adapt it to your specific circumstances.

Related Guides

Making A Dsar

Related Rights

Official Resources

ICO — Subject Access Requests to Police →National Police Chiefs' Council — DSAR guidance →

Frequently asked questions

How long does a police force have to respond to my data request?: Police forces must respond to a Subject Access Request within one calendar month of receipt. This requirement is set out in section 47 of the Data Protection Act 2018. If the police withhold any data under an exemption, they must identify the specific exemption relied upon and confirm that it was applied on a document-by-document basis.
Is a police data request handled under the UK GDPR?: No, a DSAR to the police is processed under Part 3 of the Data Protection Act 2018, which covers law enforcement processing. This is distinct from the UK GDPR. Because it falls under law enforcement provisions, certain exemptions, such as those related to crime and taxation, may apply more frequently than in standard data requests.
What details do I need to include when sending the request?: You should send the request to the force's Data Protection or Information Management Unit, rather than a general enquiries address. To ensure the police can match your records, you must provide your full name, date of birth, and address history for the last five years. Including your National Insurance number or any known force reference numbers can also help identify your data.
Will the police disclose all intelligence records about me?: Not necessarily. While you can request intelligence records, some material may be withheld under the crime and taxation exemptions found in Schedule 2 of the Data Protection Act 2018. The police are required to identify any exemption they rely upon and confirm that it was applied on a document-by-document basis.
Can I use this request to get evidence for a current criminal case?: You should not use a Subject Access Request if you are trying to obtain evidence for current criminal proceedings. That process is governed by the Criminal Procedure and Investigations Act 1996. A DSAR is intended for finding out what personal data is held about you, such as PNC entries or custody records, rather than for gathering evidence in active legal cases.